Moving from Google Workspace to Microsoft 365: What Businesses Need to Plan

12 minutes read3 August 2026

A complete Google Workspace to Microsoft 365 migration covers identities, email, files, permissions, applications, devices and user adoption. Microsoft now provides native migration tools, but discovery, destination design, pilot testing, security preparation and controlled decommissioning are all required regardless of the tooling chosen.

A business uses Gmail, Google Calendar, personal Google Drives, Shared Drives, Google Docs, Sheets and Slides, Google Meet and Google Chat. It decides to move to Microsoft 365. The reasoning is sound: Outlook, Teams, desktop Office applications, OneDrive, SharePoint, Intune, Defender, Conditional Access and closer alignment with Windows.

The project initially sounds simple: move the email and files.

Then the details surface. Gmail labels do not behave exactly like Outlook folders. Shared Drives need appropriate SharePoint destinations — they cannot simply be dropped into a single document library. Google Docs, Sheets and Slides are not Word, Excel and PowerPoint files stored in the same way, and conversion may change formatting, formulas or behaviour. Permissions do not always map cleanly. Users have personal sharing arrangements nobody documented. Calendars contain external guests. Mobile devices need reconfiguring. Staff who have worked in Google for years work differently in Microsoft. Browser bookmarks and several business applications are tied to Google identities. Some data is subject to retention requirements. And the old service cannot be cancelled until all of this has been checked.

The technical transfer is only half the migration. The other half is deciding how the business will work after the move.

A Google Workspace migration is not an email copy. It is a change to how the business communicates, stores information and works together.

The Quick Answer

A Google Workspace to Microsoft 365 migration can move email, calendars, contacts and files, but it requires more than copying data.

A controlled project should include:

Discovery — understand users, data, applications and permissions
Microsoft tenant preparation — ownership, administrators, licences
Identity and licence planning
Security configuration before data arrives
Migration-tool selection after discovery
Pilot users
Email, calendar and contact migration
Google Drive assessment and SharePoint and Teams design
DNS cutover
Device reconfiguration
User communications and training
Validation
Retention of the source environment
Controlled decommissioning

Microsoft now provides native migration tools for supported Google Workspace workloads, but third-party tools may still be appropriate where the organisation has more complex requirements.

Do not cancel Google Workspace until the data, users, mail flow, permissions and recovery position have been checked.

Last checked: 3 August 2026. Microsoft's migration tooling, supported workloads and current limits should be verified in current Microsoft documentation before planning.

Why businesses move from Google Workspace to Microsoft 365

Google Workspace and Microsoft 365 are both capable business platforms. A migration is justified only where the target platform better supports the organisation's users, security, applications and operating model.

Reason	Detail
Microsoft Office applications	Organisations may prefer Outlook, Word, Excel and PowerPoint as desktop applications with familiar file formats.
Microsoft Teams	Chat, meetings, calling, channel collaboration and integrated files in one platform.
Windows management	Microsoft 365 Business Premium can support Intune, device compliance, application deployment and security policies.
Identity and security	Microsoft Entra ID can support MFA, Conditional Access, identity management, single sign-on and access reviews where licensed.
Information management	SharePoint, Microsoft Purview, retention, sensitivity labels, eDiscovery and data-loss prevention where licensed.
Supplier consolidation	Fewer overlapping platforms reduces licence complexity and management overhead.
Customer or industry requirements	Customers, partners or compliance frameworks may favour Microsoft tooling.

What a complete migration includes

A migration is not a single technical step. It is a project with distinct workstreams that must be planned, sequenced and validated.

Workstream	What it covers
1 — Discovery	Users, data volumes, applications, permissions, dependencies and business requirements.
2 — Target design	How Microsoft 365 will be structured: tenant, OneDrive, SharePoint, Teams and security.
3 — Identity	Creating, matching or synchronising user accounts and sign-in arrangements.
4 — Email and calendars	Moving Gmail, contacts, calendars and related settings.
5 — Files	Moving My Drive and Shared Drive content to OneDrive and SharePoint.
6 — Collaboration	Designing Teams, SharePoint and OneDrive use.
7 — Devices	Installing and configuring Outlook, Teams, OneDrive and Microsoft 365 Apps.
8 — Security	MFA, Conditional Access, device controls and administrative access.
9 — Change management	Communications, training and staff support.
10 — Validation and closure	Confirming data, retaining evidence and decommissioning Google safely.

The migration tool copies data. The project determines where it belongs and how people will use it.

What Microsoft's current migration tools can move

Microsoft currently provides a consolidated Google Workspace migration experience through the Microsoft 365 Admin Centre under Setup and Migration and imports.

Microsoft currently describes its supported migration routes as including:

Simplified Gmail Migration for appropriate organisations
Automated batch migration for email, calendars and contacts
Migration Manager for Google Drive and Shared Drive content to OneDrive and SharePoint
Migration Manager Lite for smaller or simpler file migrations

The general high-level process Microsoft currently describes involves:

1Set up Microsoft 365.
2Prepare Microsoft 365 for the Google Workspace migration.
3Configure appropriate security policies.
4Verify and add the business domain.
5Install Microsoft 365 applications and Teams where required.
6Migrate email, calendars and contacts.
7Change mail routing to Microsoft 365.
8Move Google Drive and Shared Drive data using Migration Manager.
9Retain or discontinue Google Workspace only after validation.

Support depends on the selected migration route. Not every feature is available for every tenant type, organisation size or licence. Current limits, supported workloads and regional availability should be checked in Microsoft's current documentation before planning.

Last checked: 3 August 2026.

What may not transfer cleanly

Some data and settings require special attention regardless of the migration tool chosen.

Item	Likely outcome	Action required
Gmail labels	Converted to Outlook folders, which behave differently	Explain to users; pilot representative mailboxes
Google Docs, Sheets, Slides	Converted to DOCX, XLSX, PPTX — formatting may change	Test business-critical files before migration
File permissions	May not map cleanly to SharePoint or OneDrive	Scan, clean up and rebuild where necessary
Shared Drive structure	Needs deliberate SharePoint design, not automatic mapping	Design destinations before migration
Google Forms	No automatic equivalent in Microsoft 365	Assess and rebuild using Microsoft Forms or alternatives
Apps Script	No direct migration path	Identify, assess and plan replacement or retention
Google sign-in dependencies	Applications may lose access if Google accounts are removed	Inventory all OAuth-authenticated services
Google Chat and Spaces	Limited current migration support	Document gaps and assess retention requirements
Google Vault requirements	Retention obligations may require temporary Google retention	Legal and compliance review before cancellation
Recurring meetings	External organisers may cause issues	Test with representative users
Resource calendars	May need manual recreation	Document and rebuild
Sharing links	Public Google links will break after decommissioning	Identify and replace before closing Google

Gmail labels versus Outlook folders

Gmail and Outlook organise email differently. Understanding this is essential for setting accurate user expectations.

Gmail labels	Outlook folders
A message can have several labels simultaneously.	A message normally appears in one folder at a time.
Labels are applied to messages — the message has one copy.	Moving to a folder changes where the message lives.
A message in multiple categories appears once in each label view.	The same effect requires copies or a different organisation model.
Archive removes from Inbox without deleting.	Archive in Outlook works differently between versions.

Migration tools may translate labels into folders. Potential results include: duplicated-looking messages, additional folder levels, changed organisation, lost label relationships, large folder structures and user confusion.

Recommended approach:

Review heavily labelled mailboxes before migration.
Explain the label-to-folder translation to users.
Include representative labelled accounts in the pilot.
Check archive and nested-label behaviour.
Check sent and received items.
Validate search after migration.

A successful technical migration can still feel wrong to a user when the organisational model changes.

Google Drive versus OneDrive and SharePoint

Google Drive uses one storage model with shared-ownership rules. Microsoft 365 separates individual and shared storage into different services.

Google source	Typical Microsoft destination	Suitable for
My Drive	OneDrive for Business	Individual working files, personal drafts, files primarily owned by one user
Shared Drive	SharePoint team site or document library	Departmental information, project files, shared company records
Shared Drive with Teams use	Teams-connected SharePoint site	Active team collaboration with chat and channel context

Destination design matters. Do not place every Shared Drive into one enormous SharePoint library.

Consider for each Shared Drive:

Department or team
Active project or historical record
Ownership and accountability
Sensitivity and classification
Retention requirements
External sharing needs
Search and discovery requirements
Relationship to Teams channels

Moving every file into Microsoft 365 without designing the destination simply relocates the disorder.

Google-native files

Google Docs, Sheets and Slides are not ordinary Office files. They are browser-based documents stored natively in Google's format. Migration typically converts them to DOCX, XLSX and PPTX.

Potential conversion issues include:

Formatting differences — fonts, spacing, tables
Formulas — Google Sheets functions may not have exact Excel equivalents
Charts and visualisations
Comments and suggestions
Version history — typically not preserved in conversion
Embedded links and cross-references
Google-specific functions
Connected Forms
Apps Script automations
Add-ons
Published sharing links

Recommended approach:

Identify business-critical Google-native files before migration.
Test complex Sheets for formula compatibility.
Inspect Slides presentations for formatting.
Review Scripts and automations.
Retain source copies where the converted version may not be adequate.
Assign an owner to each file requiring post-migration remediation.
Validate converted files before removing source access.

File conversion can preserve content without preserving every behaviour.

Google Forms, Apps Script and automation

Data may migrate while the business process built around it does not.

Before migration, identify all dependencies involving:

Google Forms
Apps Script
AppSheet
Google Sites
Add-ons
Gmail automation and filters
Google Calendar automation
Drive approval workflows
Third-party Marketplace applications
Browser extensions
API integrations and service accounts

These may require replacement, redevelopment, continued Google licensing, export, manual recreation or planned retirement. Possible Microsoft alternatives include Microsoft Forms, Power Automate, Power Apps, SharePoint pages, Teams and Azure services. There is no direct one-click migration path.

Google Chat, Spaces and Meet

Collaboration history requires separate assessment. Current Microsoft migration tools may not automatically recreate Google Chat conversations as Teams chats. Meet recordings and Spaces content may also require specific handling.

Check current Microsoft migration support for Google Chat, Spaces, Meet recordings, meeting links, chat history, files referenced in conversations and retention or legal-hold requirements.

Where not supported: document the gap, determine the legal or operational value, export where available and permitted, retain Google access temporarily and use specialist tooling where justified.

Permissions and sharing

Permissions are often the hardest part of file migration. They deserve specific assessment before any file is moved.

Google may contain:

Individual user permissions
Group permissions
Domain-wide sharing
Anyone-with-the-link sharing
External users
Inherited Shared Drive roles
File-specific exceptions
Ownership outside the organisation

Potential problems in migration include: unmatched identities, excessive access reproduced in Microsoft 365, broken sharing links, loss of ownership context, private files becoming over-shared, shared files becoming inaccessible, old external guests persisting and duplicated permissions.

Migrating permissions blindly can reproduce years of access mistakes in the new environment.

Recommended approach: scan permissions before migration, identify external sharing, remove obsolete access, map identities, rebuild groups, apply least privilege, validate sensitive areas and document exceptions.

Identity, tenant ownership and licensing

Before migration, the business must establish and independently control the Microsoft 365 tenant.

Verify before starting:

Microsoft tenant name and onmicrosoft.com domain
Global Administrator account under business control
Cloud-only emergency administrator account
Google Super Administrator access
DNS and domain registrar access
User naming convention and primary email addresses
Alias and group strategy
Licence assignments
MFA and Conditional Access plans
Device-management scope
Delegated provider access and responsibilities

Do not move the business into a Microsoft tenant that the business cannot independently administer.

Licensing: licence choice affects Exchange mailbox size, desktop Office applications, Teams, OneDrive, SharePoint, Intune, Defender, Conditional Access, compliance features, archive mailboxes, retention and device management. Current plans include Microsoft 365 Business Basic, Business Standard and Business Premium, with enterprise plans available for larger organisations. Verify current features before selecting.

Temporary licence overlap is part of controlled migration — not automatically wasted cost.

Security before migration

The target environment should be secured before users and data arrive. Do not create a weaker platform for the sake of easier migration.

Secure Global Administrator accounts with dedicated credentials
Enable MFA for all accounts before migration begins
Configure Conditional Access where licensed
Configure Security Defaults as a minimum where Conditional Access is not available
Create a cloud-only emergency-access account
Review application consent and external sharing settings
Configure Defender, spam protection and anti-phishing where licensed
Enable mobile-device access controls and Intune where included
Configure data-loss prevention, sensitivity labels and audit logging where licensed
Confirm retention policies before data arrives
Establish Microsoft 365 backup before migration data is copied

Migration should not require a temporary security downgrade that nobody remembers to reverse.

Discovery and data assessment

A migration quote prepared without discovery is mostly a guess. Discovery should cover:

Area	What to assess
Organisation	Number of users, locations, departments, remote workers, business hours and critical dates.
Identities	Active users, suspended users, former users, aliases, groups, external collaborators and service accounts.
Email	Mailbox sizes, delegated access, forwarding, shared accounts, filters, labels, archives and compliance holds.
Calendars	Shared calendars, resource calendars, meeting rooms, recurring events and external guests.
Files	My Drive volumes, Shared Drives, owners, permissions, external sharing, native Google files, duplicates and obsolete data.
Applications	Google sign-in dependencies, Marketplace apps, browser extensions, SMTP services, line-of-business systems, APIs, Apps Script, Forms and Sites.
Devices	Windows, macOS, Android, iPhone and iPad, browser profiles, Outlook availability and mobile email profiles.
Security and compliance	MFA, Google Vault, retention rules, legal holds, audit requirements, backup, data residency and sensitive data.

Data cleanup should accompany discovery. Before migration: remove former-user accounts where legally appropriate, preserve required records, identify duplicate files, remove obsolete data, review public sharing links, remove abandoned Shared Drives, assign owners and classify sensitive data.

Migration is an opportunity to reduce digital clutter — but not an excuse to destroy records without authority.

Pilot migration

A pilot is not a demonstration. It is where the project discovers what the plan got wrong.

Choose pilot users representing:

Senior management
Finance
Operations
Remote workers
Large mailboxes
Complex calendars
Heavily labelled Gmail accounts
Shared Drive users
Mobile-device users
People using Google-specific applications

Validate in the pilot:

Sign-in and MFA
Outlook and mail flow
Historical email and folder structure
Calendars and contacts
OneDrive, SharePoint and Teams
Mobile access
Printing and scanning
Line-of-business application access
External sharing
User understanding and confidence

Email coexistence and DNS cutover

Some migrations run in batches. During coexistence, some users remain in Gmail while others operate in Exchange Online. Mail routing must work in both directions, free/busy information may be limited, address lists require planning and support complexity increases.

Microsoft's current batch migration guidance uses routing subdomains to support staged movement in appropriate scenarios. Verify current requirements in Microsoft's documentation.

Coexistence reduces cutover size but increases the time spent supporting two systems.

DNS cutover: changing the MX record directs new inbound mail to Microsoft 365. It does not migrate historical messages, calendars or files.

DNS preparation checklist:

Document all existing DNS records before any changes.
Identify every system that sends email using the domain.
Reduce TTL where appropriate before the cutover window.
Prepare SPF, DKIM, DMARC and Autodiscover records in advance.
Identify scanners, printers, CRM systems, website forms and SMTP relays using the domain.
Test SPF and DKIM before and after cutover.
Maintain or improve DMARC — do not weaken it during migration.
Monitor mail queues after the MX change.
Retain rollback DNS information.

The MX change decides where new mail goes. It does not prove that old mail, calendars or files arrived correctly.

Device and application changes

Users may need:

Microsoft 365 Apps installed
Outlook profiles configured
Teams installed
OneDrive sync client installed and configured
Mobile Outlook installed and signed in
Microsoft Authenticator configured
Office activation confirmed
Browser sign-in updated
New bookmarks
Teams meeting add-in
Device enrolment and Intune Company Portal where required

The business may also need to reconfigure: printers, scanners, CRM email integration, website contact forms, multifunction devices, SMTP applications, calendar integrations, backup services, email signatures and mobile-device management.

Google sign-in dependencies

Staff may use Sign in with Google for SaaS applications, marketing tools, accounting add-ons, project systems, design tools, developer platforms, social applications and supplier portals.

A user may stop using Gmail but still depend on their Google identity to access another business service.

Before decommissioning Google accounts:

Inventory all OAuth-authenticated applications.
Identify every service authenticated via Google.
Create alternative credentials for each service.
Change account owners where required.
Test access through the new credentials.
Revoke obsolete OAuth application access.
Record recovery methods for each transferred service.

User communications and training

Users judge a migration by whether they can work — not by whether the migration dashboard is green.

When	What to communicate
Before the project	Why the move is happening, what will change, what will remain, expected dates and training and support routes.
Before cutover	New login instructions, MFA setup, Outlook and mobile guidance, file locations, support contacts and outage expectations.
Cutover day	Status updates, known issues, where to get help and urgent workarounds.
After cutover	Common answers, learning resources, issue-reporting process, follow-up sessions and rules for accessing the old system.

Users may need specific guidance on: Gmail labels versus Outlook folders, Google Drive versus OneDrive, Shared Drives versus SharePoint, Chat versus Teams, Meet versus Teams meetings, Docs collaboration versus Office collaboration, file sharing, version history and external guests.

Training formats that help: short role-based sessions, quick-reference guides, champions, recorded demonstrations, floor walking or remote support, manager briefings, follow-up training and adoption reviews.

Do not treat training as an optional extra.

Backup, retention and decommissioning

Migration tools are not backups.

Migration moves the business forward. Backup provides a way back. They are not the same control.

A migration can copy an error, deletion or corrupted file just as efficiently as it copies good data. Before migration, confirm backup of both the Google source and the Microsoft 365 destination. After migration, confirm Exchange Online, OneDrive, SharePoint and Teams data is covered.

Google Vault and retention: identify all Vault licences, retention rules, legal holds, ongoing investigations and eDiscovery requirements before decommissioning. These obligations may require retaining Google Workspace temporarily, exporting required records, configuring Microsoft retention, legal review and staged decommissioning.

Do not cancel the source compliance system until somebody has confirmed what records it is still preserving.

Decommissioning checklist — confirm all of the following before cancelling Google Workspace:

All users migrated and validated
Failed items reviewed and resolved
Email, calendars and contacts validated
Drive and Shared Drive data validated
Permissions validated
Google-native files assessed
Apps Script and Forms dependencies handled
Google Sites addressed
Google Chat and Meet recording requirements addressed
OAuth applications transferred to new credentials
Backup confirmed for Microsoft 365 data
Vault and legal hold requirements addressed
Billing reviewed and domain registration separated from Workspace if applicable
DNS confirmed stable
Support period completed
Written business approval obtained

Cutover is the start of validation — not permission to delete the old environment.

Migration methods

Choose the migration method after discovery — not because an old online guide uses a particular product.

Approach	Potentially suitable for	Potential limitations
Microsoft native tools (Admin Centre, Migration Manager)	Supported Gmail and Google Drive workloads, standard organisations comfortable with Microsoft's guided workflow	Unsupported workloads, complex permissions, advanced reporting, large or unusual environments
Third-party migration tools	Additional workload support, enhanced coexistence, advanced reporting, specialist permission mapping, compliance requirements	Additional tooling cost; still requires planning and validation
Manual migration	Very small and simple environments only	Inconsistent results, missed data, limited audit evidence, no delta migration

Common migration mistakes

Treating the project as email only
Using an outdated technical guide without verifying current methods
Choosing a tool before completing discovery
Having no independent Microsoft tenant ownership
Incorrect or insufficient Microsoft licences
No MFA configured before cutover
Migrating clutter and obsolete data
Failing to identify Google-native files requiring testing
Overlooking Apps Script
Overlooking Google Forms
Overlooking Google sign-in dependencies
Poor Shared Drive destination design
Copying permissions without reviewing them
No pilot migration
No delta migration before cutover
Changing DNS too early
Failing to document DNS before changes
Forgetting scanners, printers and SMTP applications
Assuming labels become equivalent Outlook folders
No user training
No support plan at cutover
No Microsoft 365 backup
Cancelling Google Workspace before validation
Ignoring Google Vault and legal hold requirements
Failing to remove old delegated provider access from the Microsoft tenant

Migration planning checklist

Is your business ready to move from Google Workspace to Microsoft 365?

Area	Check
Business case	Why are we moving? What outcome must improve? Has the decision been approved? Is the budget realistic?
Ownership	Do we control the Microsoft tenant? Do we have Google Super Administrator access? Do we control the domain and DNS? Are supplier responsibilities documented?
Users	Are active and former users identified? Are aliases and groups recorded? Are shared accounts documented? Are external collaborators identified?
Email and calendars	Are mailbox sizes known? Are labels and delegation understood? Are room resources documented? Are recurring meetings considered?
Files	Are My Drives assessed? Are Shared Drives assessed? Are permissions mapped? Are Google-native files tested? Is obsolete data being reviewed?
Applications	Are Google Forms recorded? Are Apps Script projects recorded? Are Google sign-in dependencies known? Are SMTP applications known?
Target	Are Microsoft licences assigned? Are OneDrive and SharePoint destinations designed? Are Teams structures agreed? Is security configured?
Delivery	Has a pilot been completed? Is coexistence required? Is DNS documented? Is user training scheduled? Is support available?
Closure	Is backup confirmed? Are failed items reviewed? Are Vault requirements addressed? Is Google cancellation subject to written approval?

Warning signs

Pause the project where:

The Microsoft tenant is not under business control.
No independent Global Administrator exists.
Google Super Administrator access is unavailable.
Source data volumes are unknown.
Shared Drive owners are unknown.
External sharing is undocumented.
Critical Google Sheets are untested.
Apps Script use is unknown.
Staff use Google sign-in widely and this has not been assessed.
No backup exists.
Google Vault requirements are unclear.
Licensing has not been confirmed.
DNS access is unavailable.
The cutover date is driven only by licence expiry.
No pilot users have been selected.
No rollback plan exists.
Staff have not been told what will change.
The project assumes every item migrates without issues.
Google cancellation is scheduled before validation.

When the source environment is poorly understood, the first migration phase is discovery — not copying.

Practical business implications

Implication	Detail
The project is larger than email	Files, identities, applications and staff behaviour all matter.
Microsoft now provides native tools	Third-party software is not automatically required for supported workloads.
Native tools do not remove planning	Destination design and validation remain essential.
Google and Microsoft work differently	Users need guidance, not merely new passwords.
Permissions require special attention	Old access mistakes should not be reproduced in the new environment.
Google-native files may change on conversion	Testing is required for business-critical documents.
Security should improve during migration	The target should be secured before data arrives.
Licences must overlap	Premature cancellation creates avoidable risk.
Training affects success	A technically correct migration can still fail operationally.
The old environment may need to remain	Backup, legal and validation requirements can delay closure.

The IT Club View

Moving from Google Workspace to Microsoft 365 can be a sensible decision. Microsoft 365 may provide stronger Windows integration, familiar Office applications, Teams, SharePoint, Intune, Defender and broader identity and compliance controls.

But a migration should not begin with: which tool shall we use? It should begin with: why the business is moving, what information exists, how people work, which processes rely on Google, what the Microsoft destination should look like and how success will be measured.

The migration tool moves the data. It does not make the business ready to use Microsoft 365.

IT Club recommends:

Verify current official Microsoft guidance — not a 2018 blog post.
Complete discovery before requesting a quotation.
Ensure the business independently owns and can administer the Microsoft tenant.
Select appropriate licensing before migration begins.
Secure the target environment before data arrives.
Use a pilot migration with representative users.
Design SharePoint and Teams deliberately — not by automatic mapping.
Review and clean up permissions rather than reproducing them.
Train users and provide accessible support at cutover.
Verify backup before, during and after migration.
Retain Google Workspace on controlled terms until validation is complete.
Obtain formal written approval before cancelling Google licences.

A good migration does more than reproduce Google Workspace inside Microsoft 365. It gives the business a cleaner, safer and better-understood way to work.

Plain-English Takeaway

Moving from Google Workspace to Microsoft 365 involves email, calendars, contacts, files, identities, permissions, applications, devices and user behaviour. Microsoft now provides native migration tools for supported Gmail and Google Drive workloads, but the business must still assess its data, design the Microsoft destination, test representative users, secure the tenant, train staff and retain Google Workspace until migration and recovery checks are complete.

Can a business move from Google Workspace to Microsoft 365?

Yes. Microsoft provides native migration tools for supported Gmail, calendar, contact and Google Drive workloads. A complete migration also requires identity planning, security configuration, destination design, user training and controlled decommissioning.

Is G Suite now called Google Workspace?

Yes. Google renamed G Suite to Google Workspace in October 2020.

Does Microsoft provide a Google Workspace migration tool?

Yes. Microsoft currently provides a consolidated Google Workspace migration experience in the Microsoft 365 Admin Centre, including Simplified Gmail Migration and Migration Manager for Google Drive workloads. Verify current availability and supported workloads before planning.

Do I need BitTitan to migrate from Google Workspace?

No. Microsoft now provides native migration tools for supported workloads. Third-party tools such as BitTitan may still be appropriate for organisations with complex requirements, but they are not required for a standard migration.

Can Gmail email be moved to Microsoft 365?

Yes. Microsoft's current migration tools support moving Gmail email to Exchange Online for supported organisations. Very large messages, some labels and certain settings may require special attention.

Do Gmail calendars migrate?

Microsoft currently supports calendar migration as part of its Google Workspace migration process. Recurring meetings, resource calendars, delegated calendars and meetings with external organisers may require extra testing and validation.

Do Google contacts migrate?

Microsoft currently supports contact migration as part of its Google Workspace migration process. Contact groups may need verification after migration.

Do Gmail labels become Outlook folders?

Migration tools typically convert Gmail labels into Outlook folders. Because Gmail labels allow one message to appear in multiple categories simultaneously and Outlook folders are hierarchical, the result may include additional folders and changed organisation. Users will need preparation and explanation.

Can Gmail filters migrate?

Some mail rules may migrate. Complex filters, many categories and all Gmail-specific settings should be reviewed and may need manual recreation in Outlook.

Can delegated Gmail mailboxes migrate?

Delegated mailbox access should be assessed before migration. The behaviour in Exchange Online may differ from Gmail delegation. Verify current support in Microsoft's documentation.

Can Google Drive move to OneDrive?

Yes. Microsoft's Migration Manager supports moving Google My Drive content to OneDrive for Business. File permissions, native Google file conversion and sharing links require specific attention.

Can Shared Drives move to SharePoint?

Yes. Microsoft's Migration Manager supports moving Shared Drive content to SharePoint document libraries. The destination structure should be designed deliberately rather than created automatically.

Can Shared Drives move to Microsoft Teams?

Shared Drive content can move to SharePoint sites that are connected to Teams. Teams channels use SharePoint document libraries as their file storage. Destination design is required before migration.

Do Google Docs convert to Word?

Migration typically converts Google Docs to DOCX format. Formatting, embedded content and Google-specific features may change. Test business-critical documents before migration.

Do Google Sheets convert to Excel?

Migration typically converts Google Sheets to XLSX. Formulas using Google-specific functions, connected Forms and Apps Script will not automatically work in Excel. Test complex spreadsheets.

Do Google Slides convert to PowerPoint?

Migration typically converts Google Slides to PPTX. Formatting, fonts and embedded content may change. Inspect important presentations after conversion.

Does Google file version history migrate?

Version history is typically not preserved in file conversion. Retain source copies of important files where history is required.

Do Google comments and suggestions migrate?

Comments and suggestions may not migrate or may not behave identically in converted files. Assess important files before migration.

Do sharing permissions migrate?

Permissions migration depends on the tool and configuration. Identities must be mapped, external users may not have matching Microsoft accounts, and all permissions should be reviewed before and after migration.

Do public Google links continue working?

No. Public Google Drive sharing links will stop working after Google accounts are decommissioned. Identify and replace links before closing Google.

Can Google Forms migrate to Microsoft Forms?

There is no automatic migration path. Google Forms must be identified, assessed and recreated in Microsoft Forms or another tool. Existing responses may need exporting separately.

Can Apps Script migrate to Power Automate?

There is no direct migration path. Apps Script projects must be inventoried, assessed for their business function and replaced using Power Automate, Power Apps or other Microsoft services. Some automations may be retired.

Can Google Sites migrate to SharePoint?

There is no automatic migration path. Google Sites must be assessed individually. Content may be recreated as SharePoint pages or a modern SharePoint intranet.

Can Google Chat migrate to Teams?

Current Microsoft migration tools may not automatically recreate Google Chat conversations as Teams chats. Check current support. Where not supported, document the gap and determine the legal or operational value of the history.

Do Google Meet recordings migrate?

Google Meet recordings must be assessed individually. They are typically stored in Google Drive. Assess their retention value, export where needed and determine whether they should move to OneDrive or SharePoint.

What happens to Google Vault?

Google Vault licences, retention rules and legal holds must be assessed before decommissioning. Obligations may require retaining Google Workspace temporarily, exporting records or reconfiguring retention in Microsoft Purview.

Can the same email addresses be retained?

Yes. The business's email domain can be added and verified in Microsoft 365. Users can retain the same email addresses.

Does the domain need to move registrars?

No. The domain does not need to move registrars. DNS records need updating, but the domain can remain at its current registrar.

When should MX records change?

MX records should change when Microsoft 365 is ready to receive email, migration is sufficiently advanced, and the business is prepared to support users on the new platform. The MX change starts new inbound mail delivery — it does not migrate historical email.

Can users coexist in Google and Microsoft?

Yes. Microsoft supports staged batch migrations where some users remain in Gmail while others use Exchange Online. This requires careful mail routing and increases support complexity.

Will users need new passwords?

Microsoft 365 accounts use separate credentials from Google Workspace. Users will need to set Microsoft account passwords and configure MFA.

Will users need MFA?

Yes. MFA should be required for all Microsoft 365 accounts. Configure and communicate MFA as part of the migration project.

Do phones need reconfiguring?

Yes. Mobile email profiles, calendar accounts, Microsoft Authenticator and Outlook for mobile will need to be set up. The business may also need to update mobile-device management and Intune enrolment.

What happens to Sign in with Google?

Staff may use Sign in with Google for applications unrelated to email. These applications will lose access if Google accounts are removed. Inventory all OAuth-authenticated services before decommissioning.

How long does a Google Workspace migration take?

It depends on the number of users, data volumes, application dependencies, complexity and whether a coexistence period is required. Simple migrations may take weeks. Complex projects may take several months. Discovery must be complete before a realistic estimate can be made.

Can the migration occur without downtime?

There will typically be a period where both environments need to operate. Complete transparency about the process is more valuable than a promise of zero disruption.

Should Google licences overlap with Microsoft licences?

Yes. Licences for both platforms are required during testing, coexistence and validation. Temporary licence overlap is part of controlled migration.

When can Google Workspace be cancelled?

Only after all users have been migrated, data validated, failed items reviewed, backup confirmed, Vault and legal requirements addressed, OAuth applications transferred and written business approval obtained.

Is Microsoft 365 automatically more secure?

Microsoft 365 provides strong security capabilities, but they must be configured. An unconfigured Microsoft 365 tenant is not automatically more secure than a well-managed Google Workspace environment.

What Microsoft 365 licence should a business use?

Licence choice depends on the organisation's requirements for desktop applications, security features, compliance and device management. Microsoft 365 Business Premium provides a broad feature set for most businesses. Verify current features before selecting.

Should files move to OneDrive or SharePoint?

My Drive content typically maps to OneDrive for Business for individually owned files. Shared Drive content typically maps to SharePoint for departmental or team files. The destination should be designed based on how the business will use the information.

What should a migration pilot include?

Representative users covering different departments, device types, mailbox sizes, calendar complexity, file use and application dependencies. Validate sign-in, mail, calendars, files, devices, external sharing and user confidence.

Is a migration the same as a backup?

No. Migration copies data to a new environment. Backup provides a recoverable copy. A migration that goes wrong may need to be recovered from a backup. Both are required.

Can IT Club help assess a migration plan?

Yes. Use the Ask the Advisor form below to ask about Gmail migration, Google Drive, SharePoint design, licensing, security or assessing whether your business is ready to move.

Administrator Technical Note

Microsoft 365 Admin Centre migration dashboard

Microsoft currently provides a consolidated Google Workspace migration experience in the Microsoft 365 Admin Centre under Setup > Migration and imports. This includes Simplified Gmail Migration for appropriate organisations and automated batch migration for email, calendars and contacts. Migration Manager handles Google Drive and Shared Drive workloads. Migration Manager Lite is available for smaller or simpler file migrations. Availability, supported tenant types, required roles and current limits should be verified in Microsoft's current documentation.

Google Workspace prerequisites

Microsoft's migration tools require authorisation from the Google Workspace environment. This typically involves a Google Super Administrator creating a service account with domain-wide delegation, granting the required OAuth scopes and providing the service-account credentials to the Microsoft migration process. The exact current requirements should be verified against Microsoft's current migration setup documentation.

Exchange Online migration — technical detail

Email migration uses migration endpoints configured in Exchange Online. Migration batches are created, specifying source mailboxes (typically via CSV mapping) and destination Exchange Online mailboxes. The migration process copies email, contacts and calendar data incrementally. Delta synchronisation (incremental sync) copies changes after the initial pass, allowing a smaller cutover delta. Routing subdomains may be used during coexistence to direct mail to the correct platform for each user. Labels are converted to folders — the exact conversion behaviour and any limitations should be validated in testing.

Migration Manager — Google Drive

Migration Manager uses identity mapping to associate Google accounts with Microsoft 365 accounts. My Drive content is typically mapped to OneDrive for Business. Shared Drive content is mapped to SharePoint document libraries or Teams-connected sites as configured. Native Google files (Docs, Sheets, Slides) are converted to DOCX, XLSX and PPTX. File-size limits, path-length limits, unsupported characters and invalid filenames should be assessed in the pre-migration scan. Version history, comments and sharing permissions may not fully migrate. External users present particular challenges where there is no corresponding Microsoft 365 account. Incremental migration reruns copy changes made after the initial pass.

DNS records

A complete DNS cutover requires: MX record updated to point to Exchange Online, SPF record updated to include Microsoft 365 sending infrastructure, DKIM enabled and verified in Exchange Online, DMARC policy maintained or strengthened, Autodiscover CNAME verified for client connectivity, and Microsoft verification TXT record added during tenant setup. Third-party email security gateways, smart hosts and SMTP relays need reconfiguration independently of the MX change.

Microsoft Entra ID and identity

Microsoft 365 identities are managed in Microsoft Entra ID. All users require Entra ID accounts with assigned licences before migration data can be copied to their mailboxes or OneDrive. For Google Workspace organisations with no existing Active Directory, cloud-only Entra accounts are typically created directly. Identity mapping between Google accounts and Entra accounts must be configured correctly in the migration tool.

Security configuration

Security Defaults provide baseline protection including MFA enforcement for all users. Where Conditional Access is licensed, Security Defaults should be replaced with appropriate Conditional Access policies. Emergency access accounts must be excluded from MFA policies that could lock administrators out. Application consent controls should be configured before migration to prevent users connecting unauthorised applications. Exchange Online spam, anti-phishing and Safe Attachments policies should be configured before mail routing changes.

Google Vault, Microsoft Purview and retention

Google Vault enforces retention and legal holds within Google Workspace. Cancelling Google Workspace removes access to Vault-preserved data. Before decommissioning: export required records from Vault, configure retention policies in Microsoft Purview to cover the new environment, transfer existing eDiscovery and legal hold obligations and obtain legal confirmation that the source platform can be closed. Microsoft Purview retention policies do not retrospectively apply to data that was already in Google.

Backup

Microsoft 365 does not provide a built-in customer-managed backup service equivalent to a traditional backup solution. Microsoft retains deleted items for configured periods and provides recycle-bin recovery, but these are not equivalent to a point-in-time restorable backup. Third-party backup tools for Exchange Online, OneDrive, SharePoint and Teams should be deployed before or immediately after migration. Backup authentication must use service accounts or app registrations with appropriate permissions, not individual user credentials.

Apps Script and automation dependencies

Apps Script projects are bound to Google Workspace services and cannot be migrated to Microsoft 365. Service accounts used by Apps Script or third-party integrations may have domain-wide delegation rights — these should be inventoried and revoked at decommissioning. Power Automate and Power Apps are the primary Microsoft alternatives but have different architectural models. Complex Apps Script automation should be treated as a separate redevelopment project rather than a migration task.

Rollback and error handling

A rollback plan should be documented before DNS cutover. This includes retaining the ability to switch MX records back to Google, maintaining user access to Google Workspace during the validation period, and documenting the steps required to revert device profiles. Migration Manager provides error reports identifying items that failed to migrate; these must be reviewed before decommissioning approval. A migration is not complete when the dashboard shows green — it is complete when the business confirms the data.

Operational Heartbeat

The new Microsoft environment changes after migration. Users join and leave. Teams are created. SharePoint sites grow. External guests accumulate. Permissions drift. Devices change. Applications are added. Old sharing links persist. Migration exceptions are forgotten. Remaining Google dependencies go unreviewed.

A recurring review should check:

Microsoft administrators and emergency access
MFA and Conditional Access policies
Licences and user accounts
Delegated provider access
Teams ownership and SharePoint permissions
External guests and OneDrive sharing
Retention and backup
Restore tests
Unresolved migration errors
Remaining Google accounts and Vault requirements
Google-authenticated applications
Supplier responsibilities
Previous incidents and corrective actions
Next review date

A cloud migration needs an Operational Heartbeat: identities, licences, permissions, sharing, backup, unresolved migration items and remaining source-platform dependencies should be reviewed rather than assumed to remain under control.

Plain-English Takeaway

Need the practical steps?

A short, instruction-led version of this topic is available in the Knowledge Centre.

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